1. PhIS CPS SOP User Profile Management V1.1
PhIS & CPS PROJECT
Pharmacy Information System (PhIS)
and
Clinic Pharmacy System (CPS)
Standard Operating Procedure
User Profile Management
Version
: v1.1
Date: August 2016
SOP: User Profile Management
Page i
PhIS & CPS PROJECT
A. Introduction
In Pharmacy Information System and Clinic Pharmacy System (PhIS-CPS), the system
administrator for each facility (hospital or clinic) is responsible for the management of respective
User Profile.
The purpose of the document is to describe the procedure for managing User Profile in Pharmacy
Information System and Clinic Pharmacy System (PhIS-CPS). The procedure includes create new
user, assign user role and terminate user role.
B. Policy
1. All users shall be registered by System Administrator. User profile shall be created and user
role shall be assigned in order to use the system.
2. Each user shall have a unique login that is not shared with or disclosed to any other user.
3. System administrator accounts MUST only be provided to user/s that are required to perform
system administration tasks.
4. The use of group accounts and group passwords shall not be allowed.
5. User assignment roles shall be based on the job responsibilities and separation of duties.
One user may be assigned to a single or multiple roles depending on their job functions.
6. Head of department of each facility shall have the final decision on a user access level in the
system.
7. When a user leaves the facility, their access to the system and data must be disabled at the
end of the employee’s last working day. User ID Request Form (Re-activation) to be
submitted to the System Administrator.
8. If user has the authority to work at another facility as a replacement or visiting personnel,
user must also be registered at the other facility.
CC. User Profile Creation and Update
1. Objective: To define the process of creating and updating User Profile and User Roles for
PhIS & CPS
2. Scope: This procedure includes creation of new user and updating the user profile details for
all group of user. This procedure also includes the assignment of ‘roles’ to each user.
SOP: User Profile Management
Page 1
PhIS & CPS PROJECT
3. Workflow
SOP: User Profile Management
Page 2
PhIS & CPS PROJECT
No
Procedure Name : User Profile Creat ion &
Updat e
Responsibilit y
Remarks/ Dat a/
Document / et c.
3.1
User fill up User I D Request form
- New User
- Update requester/ location unit
- Reset password
- Update Role assignment
User
User I D Request
Form
3.2
Endorsement by Head of Department.
3.3
Submit request to User Profile Administrator.
Head of
Department
User
User I D Request
Form
User I D Request
Form
3.4
Administrator receive request form and check for
any discrepancies or incomplete information.
I f Yes, user shall edit or update request form (step
3.4.1)
I f No, proceed to step 3.5
Administrator
User I D Request
Form
3.5
Administrator create or update user profiles in
system
Determine if user is a prescriber.
3.5.1 I f yes, proceed to step 3.6
I f not, proceed to step 3.7
Administrator
•
User Role
Assignment
for PhI S &
CPS
3.6
Create or update prescriber’ s information.
Administrator
3.7
Create or update User Role Assignment.
Administrator
•
User Role
Assignment
for PhI S &
CPS
3.8
I nform user upon completion of user I D creation.
Administrator
3.9
User acknowledge the user I D and password.
User
SOP: User Profile Management
Page 3
PhIS & CPS PROJECT
D. Forms
1.
User ID Request Form
2. User ID Request Form – IWP
3. User Role Assignment
i.
Pharmacist – Hospital Full Based
ii.
Pharmacist – Health Clinic Full Based
iii.
Pharmacist Assistant – Hospital Full Based
iv.
Pharmacist Assistant – Health Clinic Based
v.
Prescriber – Hospital Full Based
vi.
Prescriber – Health Clinics Full Based
vii.
Nurse - Hospital Full Based
viii.
Provisional Registered Pharmacy – Full Based
ix.
Provisional Registered Pharmacy – Pharmacy Based
x.
Registration Clerk – Full Based
xi.
Store Personnel
xii.
Pharmacist – Hospital Pharmacy Based
xiii.
Pharmacist – Health Clinic Pharmacy Based
xiv.
Pharmacist Assistant – Hospital Pharmacy Based
xv.
Pharmacist Assistant – Health Pharmacy Based
xvi.
Inventory User
xvii.
Administrator
SOP: User Profile Management
Page 4
Pharmacy Information System (PhIS)
and
Clinic Pharmacy System (CPS)
Standard Operating Procedure
User Profile Management
Version
: v1.1
Date: August 2016
SOP: User Profile Management
Page i
PhIS & CPS PROJECT
A. Introduction
In Pharmacy Information System and Clinic Pharmacy System (PhIS-CPS), the system
administrator for each facility (hospital or clinic) is responsible for the management of respective
User Profile.
The purpose of the document is to describe the procedure for managing User Profile in Pharmacy
Information System and Clinic Pharmacy System (PhIS-CPS). The procedure includes create new
user, assign user role and terminate user role.
B. Policy
1. All users shall be registered by System Administrator. User profile shall be created and user
role shall be assigned in order to use the system.
2. Each user shall have a unique login that is not shared with or disclosed to any other user.
3. System administrator accounts MUST only be provided to user/s that are required to perform
system administration tasks.
4. The use of group accounts and group passwords shall not be allowed.
5. User assignment roles shall be based on the job responsibilities and separation of duties.
One user may be assigned to a single or multiple roles depending on their job functions.
6. Head of department of each facility shall have the final decision on a user access level in the
system.
7. When a user leaves the facility, their access to the system and data must be disabled at the
end of the employee’s last working day. User ID Request Form (Re-activation) to be
submitted to the System Administrator.
8. If user has the authority to work at another facility as a replacement or visiting personnel,
user must also be registered at the other facility.
CC. User Profile Creation and Update
1. Objective: To define the process of creating and updating User Profile and User Roles for
PhIS & CPS
2. Scope: This procedure includes creation of new user and updating the user profile details for
all group of user. This procedure also includes the assignment of ‘roles’ to each user.
SOP: User Profile Management
Page 1
PhIS & CPS PROJECT
3. Workflow
SOP: User Profile Management
Page 2
PhIS & CPS PROJECT
No
Procedure Name : User Profile Creat ion &
Updat e
Responsibilit y
Remarks/ Dat a/
Document / et c.
3.1
User fill up User I D Request form
- New User
- Update requester/ location unit
- Reset password
- Update Role assignment
User
User I D Request
Form
3.2
Endorsement by Head of Department.
3.3
Submit request to User Profile Administrator.
Head of
Department
User
User I D Request
Form
User I D Request
Form
3.4
Administrator receive request form and check for
any discrepancies or incomplete information.
I f Yes, user shall edit or update request form (step
3.4.1)
I f No, proceed to step 3.5
Administrator
User I D Request
Form
3.5
Administrator create or update user profiles in
system
Determine if user is a prescriber.
3.5.1 I f yes, proceed to step 3.6
I f not, proceed to step 3.7
Administrator
•
User Role
Assignment
for PhI S &
CPS
3.6
Create or update prescriber’ s information.
Administrator
3.7
Create or update User Role Assignment.
Administrator
•
User Role
Assignment
for PhI S &
CPS
3.8
I nform user upon completion of user I D creation.
Administrator
3.9
User acknowledge the user I D and password.
User
SOP: User Profile Management
Page 3
PhIS & CPS PROJECT
D. Forms
1.
User ID Request Form
2. User ID Request Form – IWP
3. User Role Assignment
i.
Pharmacist – Hospital Full Based
ii.
Pharmacist – Health Clinic Full Based
iii.
Pharmacist Assistant – Hospital Full Based
iv.
Pharmacist Assistant – Health Clinic Based
v.
Prescriber – Hospital Full Based
vi.
Prescriber – Health Clinics Full Based
vii.
Nurse - Hospital Full Based
viii.
Provisional Registered Pharmacy – Full Based
ix.
Provisional Registered Pharmacy – Pharmacy Based
x.
Registration Clerk – Full Based
xi.
Store Personnel
xii.
Pharmacist – Hospital Pharmacy Based
xiii.
Pharmacist – Health Clinic Pharmacy Based
xiv.
Pharmacist Assistant – Hospital Pharmacy Based
xv.
Pharmacist Assistant – Health Pharmacy Based
xvi.
Inventory User
xvii.
Administrator
SOP: User Profile Management
Page 4